1. The University of Texas Health Science Center at San Antonio Cash Handling Training Presented by Yvette Hernandez Office of Bursar

2. Agenda Cash Handling Policies Daily Procedures Summary Questions

3. Objectives Understand your cash handling policies. Understand daily procedures.

4. Cash Handling Policies Cash Drawers Checks Overages/Shortages Deposits Counterfeit Currency Off Campus Transfers/Deposits Theft

5. Cash Handling Policies Cash Drawers Remain locked & secured at all times. Should not be shared. Need to be balanced and closed out daily. Not to be used for petty cash. Not to be used for cashing checks. Should have numbered receipts.

6. Cash Handling Policies Checks Payable to UTHSCSA. Need to be endorsed with UTHSCSA Dept. stamp. Valid photo identification.

7. Cash Handling Policies Overages/Shortages Reported daily. Must be documented. $25/month must be investigated.

8. Cash Handling Policies Deposits Within one business day. Verified by two individuals. Summary Sheet Secure bags

9. Cash Handling Policies Counterfeit Currency Confiscated & Segregated No Credit Counterfeit Note Report

10. Cash Handling Policies Off Campus Transfers Tamper proof bags UT Police No set schedule Signed by Sending & Receiving Parties

11. Cash Handling Policies Theft Report Immediately!! UT Police (210) 567-2800 Obtain police report Replenish change fund with Police Report as backup

12. Cash Handling Policies Overview Cash Drawers Checks Overages/Shortages Deposits Counterfeit Currency Off Campus Transfers/Deposits Theft

13. Daily Procedures Opening Transactions Closing Where does everything go??

14. Daily Procedures Opening Daily Cash Count Sheet (Continued) 4. Count all cash and coin. 5. Indicate cash & coins appropriately on “Daily Cash Count Sheet” under “Opening Cash” area. 5. Save file.

15. Daily Procedures Transactions Cash Transaction Check Transaction Credit Card Transaction Voided Transaction

16. Daily Procedures Opening Transactions Closing Where does everything go??

17. Daily Procedures Closing Daily Cash Count Sheet (Continued) 5. Indicate cash & coins appropriately on “Daily Cash Count Sheet” under “Closing Cash” area. 6. Print 2 copies of the “Daily Cash Count Sheet.” 7. Save file.

18. Daily Procedures Closing Daily Cash Clearance Form 1. Go to “Clearance Form” tab in “Cash Clinic” file. 2. Fill in heading just like “Daily Cash Count Sheet.”

19. Daily Procedures Closing Daily Cash Clearance Form (Continued) Cash on Hand: 1. Fill in opening cash from “Daily Cash Count Sheet”. 2. Fill in closing cash from “Daily Cash Count Sheet” 3. Total Cash is a formula (Closing Cash – Opening Cash)

20. Daily Procedures Closing Daily Cash Clearance Form (Continued) Deposit: 1. Total Cash is a formula from above 2. Total Checks: Add all checks 3. Total Credit Cards: Add credit card forms 4. Total Deposit is a formula adding everything you have on hand.

21. Daily Procedures Closing Daily Cash Clearance Form (Continued) Patient Receipts: 1. Beginning Receipt # Used: Fill in the beginning receipt number used. 2. Ending Receipt # Used: Fill in the ending receipt number used. 3. Total Receipts is the number of receipts you have on hand.

22. Daily Procedures Closing Daily Cash Clearance Form (Continued) Patient Receipts (Continued) : 4. List Voided Receipts: List any voided receipts here. 5. Monetary Amount: Add all of your patient receipts and fill in total.

23. Daily Procedures Closing Daily Cash Clearance Form (Continued) Balancing: 1. Total Deposit = Total Receipt 2. If “Over/Short” has a total, please research or report to supervisor.

24. Daily Procedures Closing Daily Cash Clearance Form (Continued) Print three copies and save file. Sign and date all copies.

25. Daily Procedures Opening Transactions Closing Where does everything go??

26. Daily Procedures Where does everything go?? Should have the following items: Cash Checks Credit Card Forms Daily Cash Count Sheet – 2 copies Daily Cashier Clearance Form – 3 copies

27. Daily Procedures Where does everything go?? Locked Bag Cash, checks, credit card forms, Daily Cashier Clearance Form, Daily Cash Count Sheet Copy of Daily Cashier Clearance Form stays in Office for Recordkeeping Daily Cashier Clearance Form, Daily Cash Count Sheet

28. THANK YOU!!! Please contact me, Yvette Hernandez, by by phone: (210) 567-6090 or by email: hernandezy2@uthscsa.eduhernandezy2@uthscsa.edu Please email me any suggestions for this training.